Application Process

Trainees wishing to apply for Study Leave need to discuss and agree their training/learning needs with their Educational Supervisor. Once discussed these needs are then to be entered as an educator note on e-portfolio or recorded in the trainee’s Personal Development plan (PDP). The Study leave time is to be agreed with the Rota Co-ordinator and Clinical Supervisor (for ST1 & 2) in their post.

Once leave has been approved by the Educational Supervisor, Clinical Supervisor & Rota Coordinator, the Trainee must enter the training course and estimated study leave expenses onto Intrepid at least two weeks before the date of the course commencing, entering the named people (Educational Supervisor, Clinical Supervisor & Rota Coordinator) they have spoken to for approval. Study leave will only be approved by the Patch administrator with these necessary authorisations. Study leave will not be approved by the patch administrator if there are GP teaching sessions taking place on this particular day or if there is an equivalent course available locally, unless there are exceptional circumstances.

Once the training has been undertaken and in order to be reimbursed of the allowed expenditure, trainees should submit the Study leave Expenses claim form to the Patch Administration teams via email with receipts, completed feedback form and a certificate of attendance within 3 months of the training taking place.  Claims submitted after the 3 months have elapsed will not be paid.

If a trainee has not been reimbursed after 4 weeks of submitting a claim they should contact the patch administrator.

Study leave applications should be submitted for any course a trainee needs or may wish to attend (N.B. not required for the in-house structured teaching programme).  The applications are for the authorisation of financial reimbursement – the time off must be negotiated with the relevant people before submitting the form for approval.